South Coast Air Quality Management District

Execute Contract for Janitorial Services at Diamond Bar Headquarters

SYNOPSIS:

On August 18, 2000, the Board approved the release of an RFP for Janitorial Services. This action is to execute a three-year contract with Diamond Contract Services, Inc. for an amount not to exceed $747,000. Funding for this contract has been included in the FY 2000-01 Budget and will be requested in successive fiscal years.

COMMITTEE:

Administrative, February 9, 2001 and November 3, 2000, Recommended for Approval

RECOMMENDED ACTION:

Authorize the Chairman of the Board to execute a three-year contract with Diamond Contract Services, Inc. for an amount not to exceed $747,000: $83,000 for FY 2000-01, $249,000 each year for FY 2001-02 and 2002-03, and $116,000 for FY 2003-04 (eight months only).

Barry R. Wallerstein, D.Env.
Executive Officer

Background

On November 14, 1997, the Board authorized a three-year contract with Diamond Contract Services to provide janitorial services at Diamond Bar Headquarters. This contract expires December 31, 2000. On August 18, 2000, AQMD released RFP # P2001-10 to solicit proposals from janitorial service providers interested in contracting with AQMD for the next three-year period. The recommendation was originally scheduled to be brought to the Board on January 19, 2001. A final recommendation on award of this contract was delayed to allow staff to look further into information provided relative to proposals to assure the evaluation process is based on consistent and reliable information. In the meantime, the Board allowed continuing the contract with the existing provider on a month-to-month basis.

Outreach

In accordance with the AQMD’s consulting and contracting policies, a public notice advertising the RFQ and inviting bids was published in the following publications:

1.	Antelope Valley Press	10.	La Opinion	19.	Precinct Reporter
2.	Black Voice News	11.	La Voz	20.	Rafu Shimpo
3.	Chinese Daily News	12.	Los Angeles Daily News	21.	Riverside Press Enterprise
4.	Eastern Group Publications	13.	Los Angeles Sentinel	22.	San Bernardino Sun
5.	El Chicano	14.	Los Angeles Times	23.	Santa Clarita Signal
6.	Elcelsior, The	15.	M/W/DVBE Source	24.	State of California Contracts
7.	Inland Empire Hispanic News	16.	Orange County Register		Register
8.	Inland Valley Daily Bulletin	17.	Palm Springs Desert Sun
9.	Korea Central Daily	18.	Philippine News

Additionally, potential bidders were identified using the Los Angeles County MTA Directory of Certified Minority, Women, Disadvantaged and Disabled Veterans Business Enterprises; the Inland Area Opportunity Pages Ethnic/Women Business & Professional Directory; AQMD’s own electronic listing of certified minority vendors; and AQMD Purchasing’s mailing list. Notices of the RFP were mailed to the Black and Latino Legislative Caucuses and various minority chambers of commerce and business associations; and placed on the Internet at AQMD’s Web site [http://www.aqmd.gov "Business and Job Opportunities" icon] and AQMD’s 24-hour telephone message line for bidders (909) 396-2724.

Bid Evaluation

Three hundred and fifty six (356) copies of the RFP were mailed out, and 58 vendors attended the mandatory bidders conference held on September 8, 2000. Thirty-five (35) bids were received in response to the RFP when final bidding closed at 2:00 p.m. on September 22, 2000. Of the 35 bids, one (1) was from a certified disabled veteran-owned business enterprise, four (4) were from certified women-owned business enterprises, two (2) were from certified minority owned businesses, one (1) was from a non-certified minority-owned business enterprise, six (6) were from certified small business enterprises, and four (4) were from non-certified small business enterprises. Evaluation of the 35 responses to the RFP was based on cost, understanding the requirements, contractor qualifications, and references regarding past experience. Twelve of the 35 bids were disqualified for being incomplete or not meeting the requirements of the RFP. Attachment A reflects the list of qualified bidders with the summary of the scores. Bell Building Maintenance Company, which was awarded small business points under AQMD policy, received the highest rating. The number two firm, Diamond Contract Services, Inc., was awarded 1.5 points less than Bell. However, based on inconsistencies in the information provided by Bell Building Maintenance and concerns that the level of service required under this contract could not be met within the overall bid amount, staff recommends award of the contract to Diamond Contract Services, Inc. as offering the best value to the agency, as authorized by the Procurement Policy & Procedure Section VIB3.

Panel Composition

The evaluation panel consisted of three AQMD staff – Business Services Manager, Facilities Services Technician, and Building Maintenance Supervisor. Of these three panelists, two are female, one is male; one is Caucasian, two are Hispanic.

Resource Impacts

Sufficient funds in the amount of $83,000 are available in the approved FY 2000-01 Budget for the remainder of this fiscal year. Since this will be a three-year contract, continuing funds will need to be included in the budgets for each of the remaining fiscal years of the contract: $249,000 each year for FY 2001-02 and 2002-03 and $166,000 for FY 2003-04 (eight months only).

Attachment

Attachment A – RFP #P2001-10 Janitorial Service Evaluation Summary

/ / /